Reviewing performed tasks
What is the Re-apply sub-tasks button on the Work tab of the task?
The Re-apply sub-tasks button appears on I&T tasks (in the Asset Maintenance section of the Work tab) when changes are made to the property assets serviced under these routines AFTER the task is created:
A pop-up screen will display summary changes, showing which service tasks will be added or removed based on updates to the property assets.
By clicking Confirm, you can apply the updates so that the task accurately reflects the up-to-date asset list and their required routines.
Key Notes
This feature ensures that tasks remain consistent with asset modifications, like additions or deletions, after a task has been created.
It is only accessible on the web version of the platform, not in the mobile app.
Use the button whenever assets or routines linked to a task are modified to ensure alignment.
Why might the Re-apply sub-tasks button not appear after changing the task to an I&T type?
If the 'Re-apply Sub-tasks' button fails to appear, the issue may stem from asset base dates or how the routine servicing has been set up. Consider the following possibilities and fixes:
Asset Base Date Alignment: Ensure that the assets' base dates align with the major servicing due dates for the routine. If routines are added as ‘unscheduled maintenance,’ they’ll adopt the task’s due date.
Update or Adjust Dates:
Option 1: Update the routine start date to match the base dates of the assets. Then delete the 'unscheduled maintenance,' refresh the routine, and add the relevant 'scheduled maintenance' back.
Option 2: Modify the asset base date to match the routine start date and follow similar task updates as in Option 1. These adjustments will ensure the button appears and functions as intended. Why does the Re-apply Sub-tasks button suggest deleting newly added assets? This scenario usually arises when the new assets do not meet the inclusion rules of the routine. For instance:
Routines may be configured only to include assets with specific tags.
Newly added assets without those tags will not match the routine's criteria and may be flagged for removal when the button is used. To resolve this:
Review asset tags: Check whether the newly added assets lack required tags or have mismatched entries.
Ensure assets match the inclusion rules of the routine. How can I resolve asset deletion issues flagged by the Re-apply Sub-tasks button? To address issues where new assets are flagged for deletion:
Apply Correct Tags: Add the required tags to the newly added assets so they comply with the routine's inclusion rules.
Reapply Sub-tasks: Return to the task and click the 'Re-apply Sub-tasks' button again. Once assets match the routine’s criteria, they will be added to the task instead of being flagged for deletion.
Can field users on the app use the Re-apply sub-tasks button?
The Re-apply sub-tasks is only available on the web and cannot be accessed from the app.
What if more products are added to the tasks created from a quote?
When extra products are added to the task which were not part of the quote, a Unplanned repair work right above the Process section— hovering the mouse over this notification will inform you that additional works have been added that are not part of the originally quoted works and must be toggled on to be invoiced.
Why doesn't the Quoted Sell price update when I remove line items from the Work tab of the task created from the quote?
The Quoted Sell on a task created from a quote is a snapshot calculated at the point of task creation, based on the line items selected when the task was raised from the quote. It does not recalculate when items are added or removed from the Work tab afterward.
For example, if a quote has two line items at $100 each and both are selected at task creation, the Quoted Sell will be $200 — even if one line item is later removed from the Work tab.
To get the correct Quoted Sell, select only the approved line items at the time of task creation using the partial task creation flow. See Create a repair task for how to create partial tasks from an approved defect quote.
If the task has already been created with the full amount, the Quoted Sell figure cannot be changed. Note that this figure does not affect the actual invoice — it is an expected sell value only.
Why is an asset listed more than once on the Work tab?
If an asset is linked to multiple routine services or levels on a single task, a separate service task is created for each routine and level, resulting in the asset appearing multiple times. You can select Group by Routines in the Grouping dropdown next to Download button to see the list of activities organised by the routine level.
How is the Value column calculated on the tasks list?
The task value is calculated based on performed billable items, including:
Invoiced amount from Fixed billing contracts on Billing tasks.
Any performed billable service tasks.
However, the task value is only updated overnight, so any items performed today will be reflected the next day. For more up-to-date information on task profitability, review the Task profitability and Task work in progress reports in Insights and Reporting.
How to find tasks created from a defect or sales quote?
There are two ways to view all tasks that originated from a Defect Quote (DQ) or Sales Quote (SQ).
Option 1: Filter by category on the Tasks page
Tasks created from a Defect Quote or Sales Quote are automatically assigned the category Repair. To find them:
Navigate to Tasks in the main menu.
Apply the Category filter and select Repair.
Option 2: Task Profitability dashboard
The Task Profitability dashboard shows the originating quote for each task:
Go to Insights and Reports and open the Task Profitability dashboard.
Click More task details.
Scroll right to find the Originating Defect Quote and Originating Sales Quote columns.
Why does the Timesheets tab open by default on some tasks?
The right-hand column of the task page shows either a Schedule or Timesheets tab depending on the task's stage. The Timesheets tab opens by default when there are no upcoming appointments and timesheets have been recorded — typically after the site visit. For routine inspection tasks, the collapsed Timesheets section already shows who attended, how long they were onsite, and whether they exceeded the estimate, so you rarely need to expand it. For other task types — quoted work, call-outs or service calls — the Timesheets tab opens whenever there are no upcoming appointments and timesheets exist, since these usually need a closer review of labour and time.
What does the task timeline default to?
The timeline defaults to Notes if notes exist on the task. If there are no notes, it defaults to All.
Can I stop process section from prompting "Remark Needs Quoting" for Informational remarks?
Some businesses still need to review Informational remarks raised by technicians before deciding whether to quote, you can use the filters on the Remarks page to filter out Informational remarks so your team isn't prompted to act on them unnecessarily.
Can I use snippets for the default terms and conditions on defect quotes?
This is not available at the moment, but our team may be able to help configure smart logic to apply custom T&Cs for specific clients or properties. Reach out to [email protected] if you'd like to explore this.
Dispatching and closing the tasks
Is it necessary to create and publish a report before dispatching a task?
Reports are automatically created and published when the task is dispatched.
Why does the dispatch email say the service report is non-compliant?
In some cases you may see mention of the service report being non-compliant in the dispatch email:
The compliance of the report is determined by the Report Failure Criteria on the report type. By default, any result marked as Fail or No Test will make the report non-compliant.
How to achieve a completed task?
Please review How to archive tasks to learn more.
What can dispatching errors mean?
PartnerRateLimitExceeded: The accounting partner has received too many requests in a short period of time, please try again later.
Authorisation failure –(invalid_grant): This error occurs when a sync refresh token expires and can be fixed by disconnecting and the reconnecting the accounting partner.
PostDataInvalidException: Please reach out to [email protected] for further investigation.
How do I send emails from the task level?
There are two ways to send emails from a task:
Dispatch email: At the task level, open the dispatch and edit the email body directly before sending. You can also attach documents from that specific task.
Bulk email from the task page: Select the task → open the Bulk editor → choose Edit X tasks → select Prepare bulk email. This uses the email templates configured in your Control Panel, where you can set up multiple templates to suit different scenarios.
Can I create reports restricted by asset or variant?
While it is not possible to create a report type restricted by a variant, you can certainly create one which only includes certain asset types. Learn more in Set up report type.